Hybrid Program Assistant- Temporary bei Jannus, Inc.

The Aging Strong Team believes that the secret to “aging strong,” calls for a balance of Service to Self and Service to Others. Legacy Corps matches volunteers to service-connected families and provides much needed respite care for veterans and their families. Foster Grandparents connects adults with a classroom where they act as “classroom grandparents,” and act as tutors and mentors for students. Powerful Tools for Caregivers provides care providers with a workshop full of resources and tools to help them better sustain caring for a loved one. Memory Café is a place where family givers and their loved ones with memory loss can go to have a safe and supportive outing. All Aging Strong programs and projects are united in their effort to serve the aging population by giving them ways to stay connected to their community while giving back.

POSITION SUMMARY:

The Aging Strong Program Assistant will provide administrative support to all Aging Strong Programs. This position will manage internal procedure such as data entry, filing, invoices, maintaining member files, and overall administrative support to all Aging Strong programs, projects, and initiatives.

This is a temporary position to cover for an employee who will be on leave, with the return date yet to be determined but expected to be no longer than 4 months.

PRIMARY DUTIES AND RESPONSIBILITIES:

The duties recorded below are representative of the duties of the class and are not intended to cover all the duties performed by incumbents(s) of any particular position.

Administrative Support

• Understand and support the Aging strong mission, goals, and objectives.
• Provide day-today support for all programs, such as, ordering office supplies, coordinating office volunteer

projects, screening phone calls, and scheduling and organizing meetings

• Collaborate with team to produce monthly volunteer newsletters
• Complete monthly website updates and maintain website functionality
• Provide software support to staff for Microsoft systems

-Assist with marketing and outreach efforts: fliers, collateral, power-point presentations

-Assist with Social Media postings

-Ensure compliance with volunteer background checks.

Data Collection and Presentation

• Maintain compliance with program records and retention policies and procedures
• Maintain accurate and complete member files
• Process and file volunteer background checks
• Data Entry into various spreadsheets and on-line systems.
• Maintain AmericaLearns database: data entry and monthly reporting
• Maintain Bloomerang database: run weekly reports and create acknowledgement letters

Fiscal Support

• Responsible for the oversight and compliance of volunteer timesheets, transportation and boarding excel sheet
• Lead the process for monthly stipends of volunteers
• Responsible for sending program invoices
• Responsible for maintaining receipts and following Jannus policies for any expenditures

Other Responsibilities

• Attend Aging Strong team and coordination meetings
• Assist with set up and tear down of volunteer trainings and events.
• Keep storage closet organized
• Complete training required by Americorps Seniors
• Drive own vehicle to all outreach and program activities
• Potentially attend at least one out-of-town conference annually
• Other duties as assigned

Regular and predictable attendance is an essential function of this position

EXPERIENCE AND EDUCATION REQUIREMENTS:

Required:

Experience and confidence with Microsoft Office Software including Word, Excel, PowerPoint, Publisher

• Excellent written and verbal communication skills.
• Excellent organizational skills
• Able to pass a criminal history background check.

-Minimum of 1-year administrative experience working with a team.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

-Must possess a valid driver’s license and able to provide proof of State required minimum liability insurance.

WORKING CONDITIONS:

Works in a general office environment with regular travel to volunteer stations and other outside facilities where meetings or outreach events are held.

PHYSICAL REQUIREMENTS:

Must be able to tolerate heat and cold, and to drive to venues in varied weather conditions. Sitting, standing, walking, driving, and repeated hand and wrist motions (for computer use) are required. May be required to lift up to 25 pounds.